Job description for Administrasi Sistem Operasi at Mates Coffee Jakarta
Admin Supply Chain, Accounting & Finance
Company: Mates Coffee Jakarta
Department: Finance & Operations
Employment Type: Full-Time
Location: Jakarta Selatan / Bintaro
About Mates Coffee
Mates Coffee is a growing coffee shop and lifestyle brand committed to delivering quality products, excellent service, and memorable experiences to our customers. We are looking for a detail-oriented, organized, and responsible Admin Supply Chain, Accounting & Finance professional to support our daily operations and ensure accurate inventory management, financial reporting, and administrative processes across our outlets.
Key Responsibilities
1. Supply Chain & Inventory Administration
* Monitor and record inventory levels of raw materials, packaging, beverages, and operational supplies across all outlets.
* Coordinate purchase requests, purchase orders, supplier communications, and delivery schedules.
* Maintain accurate records of stock movements, goods received, transfers, and stock usage.
* Monitor minimum stock levels, buffer stock, and reorder points to prevent stock shortages or overstocking.
* Verify supplier invoices, delivery notes, and received quantities against purchase orders.
* Conduct regular stock reconciliations and assist with monthly stock-taking.
* Monitor product wastage, stock variances, and potential inventory discrepancies.
* Maintain supplier databases, purchasing records, and product cost documentation.
2. Accounting Administration
* Record daily sales, expenses, purchases, and other financial transactions accurately.
* Reconcile daily sales reports from POS systems with cash, bank transfers, QRIS, and other payment methods.
* Prepare and maintain accounts payable and accounts receivable records.
* Verify invoices, receipts, payment vouchers, and supporting financial documents.
* Assist in preparing monthly profit and loss reports, expense reports, and outlet performance summaries.
* Monitor petty cash transactions and ensure all expenses have proper supporting documents.
* Assist with monthly closing, bank reconciliation, and financial documentation.
* Maintain organized accounting records for internal reporting and audit purposes.
3. Finance & Cash Flow Administration
* Monitor daily cash flow, operational expenses, and upcoming payment obligations.
* Prepare supplier payment schedules and coordinate payment approvals with management.
* Track outlet revenue, operating expenses, and budget utilization.
* Assist in preparing monthly financial summaries and cash flow reports.
* Identify unusual expenses, discrepancies, and opportunities to improve cost efficiency.
* Support budgeting, financial planning, and expense control initiatives.
* Ensure all financial transactions follow company policies and approval procedures.
* Maintain confidentiality and accuracy when handling financial information.
4. Reporting & Administrative Support
* Prepare daily, weekly, and monthly reports as required by management.
* Maintain accurate and up-to-date records using Microsoft Excel, Google Sheets, or the company’s designated systems.
* Coordinate with outlet managers, purchasing, operations, and management teams to ensure smooth business processes.
* Develop and maintain standardized administrative procedures and documentation.
* Highlight operational inefficiencies, inventory discrepancies, and financial risks to management.
Qualifications & Requirements
* Minimum senior high school in Accounting, Finance, Supply Chain Management, Business Administration, or a related field.
* Minimum 1–2 years of relevant working experience in accounting, finance administration, purchasing, inventory control, or supply chain administration.
* Experience in the F&B, café, restaurant, or retail industry is highly preferred.
* Proficient in Microsoft Excel and Google Sheets, including formulas, lookup functions, and data reconciliation.
* Familiarity with POS systems, inventory management systems, and accounting software is an advantage.
* Strong numerical, analytical, and organizational skills.
* High attention to detail, accuracy, and data integrity.
* Honest, disciplined, proactive, and able to work independently.
* Able to manage multiple tasks, meet deadlines, and coordinate effectively with different departments.
* Willing to work in a fast-paced, multi-outlet café environment.
Key Performance Indicators (KPIs)
Performance will be evaluated based on the following metrics:
* Inventory Accuracy: Minimum 98% accuracy between recorded and physical stock.
* Financial Reporting: 100% of scheduled reports submitted accurately and on time.
* Sales Reconciliation: Daily sales reconciliations completed with discrepancies identified and reported promptly.
* Purchase & Payment Documentation: 100% completeness of supporting documents.
* Stock Control: Timely identification of stock variances, wastage, and potential stock shortages.
* Cost Control: Accurate monitoring and reporting of purchasing costs and operational expenses.
* Administrative Accuracy: Minimal data-entry errors and consistent record-keeping.
* Compliance: Adherence to purchasing, payment, inventory, and financial approval procedures.
What We Are Looking For
We are looking for someone who does not simply handle administrative tasks but understands how inventory, purchasing, sales, and financial control affect the overall profitability of a café business.
The ideal candidate is detail-oriented, trustworthy, analytical, and proactive in identifying problems before they affect daily operations.
If you are passionate about numbers, operational efficiency, and building structured systems in a growing F&B business, we would love to hear from you.
